Employees’ personal data should be kept safe, secure and up to date by an employer.

Data an employer can keep about an employee includes:

  • name
  • address
  • date of birth
  • sex
  • education and qualifications
  • work experience
  • National Insurance number
  • tax code
  • details of any known disability
  • emergency contact details

They will also keep details about an employee such as:

  • employment history with the organisation
  • employment terms and conditions (eg pay, hours of work, holidays, benefits, absence)
  • any accidents connected with work
  • any training taken
  • any disciplinary action

What an employer should tell an employee

An employee has a right to be told:

  • what records are kept and how they’re used
  • the confidentiality of the records
  • how these records can help with their training and development at work

If an employee asks to find out what data is kept on them, the employer will have 40 days to provide a copy of the information.

An employer shouldn’t keep data any longer than is necessary and they must follow the rules on data protection.

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